Administrative Assistant – Botswana Power Corporation

Main purpose of the position

To provide general administrative and clerical services to facilitate the achievement of efficiency and effectiveness in service delivery, records management (documentation) and customer satisfaction within the assigned area of operations to support the completion of Department’s goals and objectives in a professional manner.

Job Responsibilities

• Performs prescribed procurement activities using existing procedures to support others.
• Coordinates any required repairs to office equipment.
• Coordinates and completes significant special projects independently or in cooperation with other groups as directed by the Manager or designate.
• Actively participates in the department’s service delivery and strategic planning sessions.
• Works cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives.
• Performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Manager or designate.
• Coordinates and organizes department meetings and conferences including meeting venue bookings, catering requirements, sets up the room with audio-visual equipment and flip charts and tends to other requirements of department meetings.
• Arranges for department team travel including making hotel accommodations and land and air transportation bookings.
• Maintains adequate office supply of all department supplies used within the department
• Maintains and updates a file movement register to ensure that all files leaving the Department Office are traceable.
• Opens and maintains Service Level Agreement (SLA) registers for external service providers for the Department.
• Performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Manager or designate.
• Produces forms, schedules, and correspondence as required.
• Completes confidential administrative services for the Manager.
• Produces and/or assists in the production of all required internal and external reports.
• Regularly reviews progress on standard department deliverables and takes appropriate action to ensure timely completion of all department tasks.
• Coordinates liaison activities with other departments
• Prepares detailed presentations and reports as required by the Manager or designate
• Compiles and prepares periodic administration sectional reports.
• Processes payments and monitors usage of utilities and other services rendered to the Corporation to ensure continuous supply of such services.
• Completes internal and external correspondence, legal documents, form letters and other documents, and distributes them as directed; Prepares meeting agendas, records, and distributes meeting minutes, and maintains organized files of same.
• Reconciles proceeds from sale of boarded assets, makes deposits to finance and prepares report to supervisor.
• Prepares financial, expenditures and payment authorization forms, and administrative documents for authorization by the Manager, such as cheque requisitions, purchase orders, etc
• Supports others by carrying out simple safety, health and environment tasks using established procedures.
• Processes documents relating to safety, health, environment and risk.
• Ensures that all safety and loss control standards (Safety Health and Environmental) contained in the Corporation’s standards are adhered to.

Qualifications

• Recognized Diploma in Office Administration or Equivalent.
• Knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software (MS Word, Excel, PowerPoint, Outlook and Access).
• A valid Class B Drivers licence.

Experience

• A minimum of two (2) years of administrative experience with increasing responsibility.
• Proficiency in MS Office Products

Competencies